Administrative Assistant

Position Overview:

ADMINISTRATIVE ASSISTANT, Open Learning, to provide comprehensive high-level administrative support for several units within OL – including but not limited to: pK-12, Workforce Learning, Horizon, xPRO - as part of a dynamic administrative team.

Principal Duties and Responsibilities:

• Responsible for complex calendar and meeting management for the unit managers and team, including the exercise of judgment while interacting with colleagues across MIT and external.
• Organize and manage files, preparing materials for presentations and meetings.
• Manage complex domestic and international travel arrangements and processing travel reports after the completion of the trips.
• Manage meeting logistics in person (room reservation, food, audio visual, clean up etc.)
• Coordinate staff events, including in-person, such as group meetings, seminars, conference logistics, luncheons.
• Update databases, maintain records, assemble documentation, and otherwise contribute to project tracking.
• Compose and edit basic correspondence including drafting emails, taking meeting notes, proofreading, and similar writing tasks
• Be part of the Open Learning admin team; in-person front desk coverage, back up for other admins in their absence.
• Special projects as assigned by the manager and the unit leaders. Must be flexible and prepared to deal with matters as they present themselves, exercising judgment or seeking guidance where there are multiple priorities. 
• Approve credit card expenses under several cost objects and process financial and travel transactions and reimbursements.
• Overall, the AA is responsible for the smooth and productive operation of the units on a day-to-day basis.
• The Administrative Assistant is expected to work on campus, in Cambridge, Massachusetts, 3-4 days/week. The in-person requirement is determined by the Vice Provost, Open Learning and is subject to change based on the needs of Open Learning and MIT.

Supervision Received:

From the Senior Manager of Administrative Operations

Supervision Exercised:

None 

Qualifications & Skills: 

MINIMUM REQUIRED EDUCATION AND EXPERIENCE:

High school diploma or equivalent required. At least three years related administrative/office experience. Self-motivated, flexible, and diplomatic individual who is able to multitask, set and achieve priorities. Strong customer service ethic and proven ability to juggle multiple stakeholders while meeting deadlines. Must be able to work in a fast-paced environment with changing priorities, limited supervision. Knowledge and understanding of position responsibilities as described above; Excellent organizational skills; attention to detail; ability to anticipate needs, set priorities, handle many tasks simultaneously and quickly, assume responsibility, and work both independently and as part of a team; and experience managing complex scheduling via an electronic calendar system. Deal positively and effectively on a collaborative basis with co-workers and supervisors; effective interactions with contacts outside of the immediate work area (faculty, students, visitors, clients, sponsors, etc.).  Knowledge of Microsoft Word, Excel, and PowerPoint required. An associate’s degree or equivalent combination of education and experience.

PREFERRED EDUCATION AND EXPERIENCE: 

MIT experience preferred.

Additional Considerations:

Pay range: $27.00/hour - $32.90/hour. Final salary will be determined by MIT’s compensation team based on the skills and experience of the selected candidate.

This is a hybrid position. The Administrative Assistant is expected to work on campus, in Cambridge, Massachusetts, 3-4 days/week. The in-person requirement is determined by the Vice Provost, Open Learning and is subject to change based on the needs of Open Learning and MIT.

Employment contingent upon satisfactory background check.